IP Client Services Coordinator

Patent Portfolio & Matter Management: Coordinate the intake and onboarding of new patent matters, including gathering instructions, reviewing disclosures, and ensuring all required information is obtained. Support U.S. and international patent prosecution activities, including application filings, office action responses, information disclosure statements, continuation and divisional applications, and issue fee matters. Monitor active portfolios and work closely with attorneys and clients to ensure timely completion of prosecution-related tasks.

Docketing & Deadline Management: Maintain and monitor patent dockets to ensure compliance with client requirements, USPTO regulations, and internal procedures. Track statutory and client-imposed deadlines and proactively escalate potential issues. Prepare and maintain portfolio reports, prosecution status updates, and other tracking tools.

Client Service & Reporting: Serve as a primary point of contact for patent prosecution support matters. Prepare recurring reports, status updates, and portfolio summaries for clients and legal teams. Coordinate meetings, action items, follow-up communications, and implementation of client instructions.

Billing & Financial Administration: Monitor billing requirements, budgets, accruals, estimates, and client-specific invoicing procedures. Partner with attorneys and accounting personnel to resolve billing issues, invoice rejections, and financial inquiries. Ensure timely completion of client financial reporting requirements.

Foreign Filing Coordination: Assist with foreign filing license requests and international prosecution activities. Coordinate communications with foreign associates regarding filings, instructions, reporting, and invoices. Maintain relevant patent office and client system access, records, and administrative information.

Training & Process Improvement: Provide guidance and training on client-specific procedures, workflows, and patent prosecution requirements. Support process improvement initiatives designed to enhance efficiency, accuracy, and client service. Act as a resource for team members and assist with overflow work and special projects as needed.

Qualifications: Bachelor's degree preferred; relevant experience may be considered in lieu of formal education.5+ years of patent prosecution experience, including exposure to foreign patent prosecution. Strong knowledge of U.S. patent prosecution procedures, USPTO practices, and PCT filings. Experience working with patent docketing systems and client management platforms. Advanced proficiency with Microsoft Outlook, Word, and Excel. Exceptional organizational, analytical, and problem-solving skills. Ability to manage multiple priorities in a deadline-driven environment. Strong written and verbal communication skills with a client-service mindset. Demonstrated attention to detail, professionalism, and accountability.